Alicat Admin Specialist

Halma•Tucson, AZ

6d•Onsite

About The Position

Help grow a safer, cleaner, healthier future for everyone, every day. Alicat devices play critical roles in nearly every industry, enabling breakthroughs in fields ranging from space technology to renewable energy. As part of this mission, our Admin Specialists ensure every order is entered with precision so that each device is manufactured, shipped, and billed exactly to the customer’s needs. We’re seeking someone with a curious mind and exceptional attention to detail, who enjoys solving problems, supporting teammates, and contributing to a high-quality customer service.

Requirements

Ability to interpret order documentation and billing requirements.
Strong organizational skills with the ability to manage multiple tasks simultaneously.
Detail oriented and reliable.
Able to work in a fast-paced environment with frequent changes in orders or tasks throughout the day.
High school diploma or equivalent required.
1-3 years of experience in order processing, customer service, or administrative support.
Proficiency in standard office computer software and systems.

Nice To Haves

Familiarity with shipping processes and logistics coordination is a plus.
Able to identify inconsistencies in orders and resolve issues proactively.
Experience with order management systems is a plus.
Experience with ERP systems or similar platforms and external platforms is a plus.

Responsibilities

Enter customer sales orders into the system with a low error rate and strong attention to detail.
Process incoming online orders, ensuring accurate order information and timely processing.
Process verbal orders via incoming phone calls.
Review orders for completeness, accuracy, and compliance with internal policies.
Communicate with internal teams or customers if order information is missing or unclear.
Create and process service orders, ensuring all required documentation and customer information is correctly captured.
Provide customers with status updates on service orders upon request.
Send proforma invoices to customers who are required to prepay before order processing or shipment.
Ensure billing accuracy and resolve discrepancies with customers or internal teams.
Follow up with internal teams or customers as needed to confirm payment status and next steps.
Respond to customer inquiries regarding sales order and service order status and shipping details.
Provide clear, professional communication through email, phone, and internal systems.
Assist customers with order-related issues and escalate complex cases to the Admin Manager when needed.
Work closely with other Admin Specialists to manage daily workload and maintain team service levels.
Coordinate with Sales, Production, Service, Shipping and Finance teams to ensure smooth order handling.
Participate in team meetings and contribute to process improvement discussions.
Provide guidance and support to international offices on order entry processes, shipping documentation, billing requirements, and system or process questions.